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Keeping in touch after graduation
The lifecycle from applicant to alumnus, with consent respected at every step and contact details never exposed to students.
For Alumni relations, counsellors and leadership · reviewed 23 August 2026
The 2 points where someone must decide
Everything else can be worked on in any order. These cannot move without a person.
- Cohort promotionStudent → Graduate
- Mentor eligibilityAn alumni profile → Visible as a mentor
Follow the lifecycle
/admin/alumni
Mrs. Johnson
Teacher
Lifecycle
Forward only, because history is not tidied
Aarav Shah
Class of 2026
Meera Joshi
Graduating this year
Rohan Das
Email bouncing since March
Lost contact is a property of the relationship, not a stage of a life.
A person moves applicant, student, graduate, alumnus. The stages only move forward, because a graduate is not un-graduated and rewriting history to tidy a list loses the fact that it happened.
Lost contact sits outside that sequence rather than in it. Someone you cannot reach is still an alumnus; losing touch is a property of the relationship, not a stage of their life.
Promote a graduating cohort
/admin/alumni
Mrs. Johnson
Teacher
Promote the cohort
Copies forward, never moves
Class of 2026 · 28 students
Promoted 15 July
Student records
Still intact and readable
A transcript request in five years needs the student record, not a redirect.
Promotion is done as a cohort at the end of a year, and it copies records forward rather than moving them. The student record a school is asked about in five years is still there.
Gate · Cohort promotion
Student → Graduate
Copying rather than moving is what keeps the academic history intact. A school asked for a transcript years later needs the student record, not a redirect to an alumni profile.
Respect consent before you contact anybody
/admin/alumni
Mrs. Johnson
Teacher
Consent
Two separate questions
Aarav Shah
Contact: yes · Mentoring: yes
Priya Menon
Contact: yes · Mentoring: no
Rohan Das
Contact: no
Contact consent and mentoring availability are separate flags, and both are required before an alumnus appears as a mentor. Somebody willing to mentor has not thereby agreed to be contacted about anything else.
Gate · Mentor eligibility
An alumni profile → Visible as a mentor
Both consent to contact and availability to mentor must be set. Either alone is insufficient, because they are answers to different questions.
Run events and mentoring
/admin/alumni
Mrs. Johnson
Teacher
Events and mentoring
A relationship with a history
Careers talk · 14 Nov
9 alumni attending
Mentor match · Aarav → Year 12
Introduction made by the school
Mentor contact details
Removed entirely from the student view
Careers talks, mentoring, workshops and reunions are recorded with attendance, so the relationship has a history rather than a mailing list.
Where a student sees an alumni mentor, the email address is removed entirely rather than masked. Introductions go through the school.
Who can approve what
Designations are assigned in IB roles and are separate from the account role somebody signs in with.
| Designation | Sees | Approves |
|---|---|---|
| Alumni relations | Every alumni profile and consent flag | Promotion, events, mentor matching |
| Student | Eligible mentors with contact details removed | Nothing — introductions go through staff |
If something looks empty
An alumnus is not showing as an available mentor
Both flags are needed: consent to contact and availability to mentor. Either alone is not enough.
You cannot move somebody back to student
Stages move forward only. Use lost contact if the issue is reachability.
A student asked for a mentor's email
It is not returned to students at all. The introduction is the school's to make.
Still stuck?
Bring the unit you are working on. Thirty minutes with someone who has taught the programme.